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iSTA Solutions logo
iSTA Solutions

Streamline your workflows with iSTA Solutions. Tailored remote staffing solutions and comprehensive support services.

Executive Assistant, Project Coordinator

Project ManagerProject ManagerFull TimeRemoteSeniorTeam 1,001-5,000H1B No SponsorCompany SiteLinkedIn

Location

South Africa

Posted

64 days ago

Salary

0

Seniority

Senior

English

Job Description

Executive Assistant, Project Coordinator

iSTA Solutions

• Manage a high-volume inbox, prioritising and summarising key actions • Own a fast-moving calendar with frequent changes and competing priorities • Proactively protect the Directors time and manage scheduling conflicts • Attend project kick-offs, take structured notes, and convert discussions into ClickUp task boards • Track project progress across multiple teams and subsidiaries • Follow up on deliverables, flag risks, and ensure accountability • Capture clear, structured meeting notes and action items • Produce summaries for team visibility • Support creation of scope-of-work documentation before project initiation • Own recurring operational tasks currently performed by technical staff (e.g. weekly report extraction across multiple entities in QuickBooks) • Support CRM and data-related administrative tasks (e.g. HubSpot updates and reporting) • Continuously identify and absorb repetitive workload from the BI team • Learn and take ownership of new tools as required • Work across multiple platforms and troubleshoot independently where possible

Job Requirements

  • Experience working in technology or similarly fast-paced technical environments is a strong advantage
  • Prior exposure to project coordination or project management type work (e.g. tracking deliverables, managing workflows, cross-team coordination)
  • Strong Excel skills (advanced formulas required - pivot tables advantageous)
  • Extremely organised with strong attention to detail
  • Comfortable in a fast-paced, high-volume environment
  • Strong communication skills and disciplined follow-through
  • Proactive and resourceful — able to work independently once briefed
  • Experience with ClickUp or similar tools advantageous
  • Familiarity with QuickBooks and/or CRM systems advantageous
  • High level of confidentiality and professionalism
  • Comfortable supporting technical teams in an operational capacity

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